Was this the agreed rate?
A unit price changes between the PO and invoice. Without a linked reference, the difference disappears into a spreadsheet.
PURCHASING WORKFLOWS FOR E-COMMERCE
Your supplier
records.
One clear picture.
Custom purchasing workflows for Shopify and other online stores. We connect purchase orders, supplier invoices and receiving records, so your team can trace differences and review exceptions.
No call required. A free initial fit assessment.
Implementation is scoped and quoted separately.
THE RECORDS, RECONCILEDSYNTHETIC EXAMPLE
SUPPLIER INVOICEINV-2081
Meridian SupplyTo: Northline Goods · Sample data
| ITEM | QTY | UNIT | TOTAL |
|---|---|---|---|
| Canvas tote CT-01 | 120 | $8.50 | $1,020 |
| Steel bottle SB-02 | 84 | $14.50 | $1,218 |
| Linen pouch LP-03 | 200 | $3.00 | $600 |
Invoice total · USD$2,838.00
Two lines need a closer look.
Price, billed quantity & receiving differences Records linked. Exceptions explained.01 / 03
Implementation with a clear purpose.
Traceable recordsHuman reviewWritten scopeYour operating process01 / THE OPERATING GAP
Three records.
Too many loose ends.
A purchase order says what you agreed. An invoice says what you were billed. A receiving record says what was recorded as delivered. The useful work happens between them.
Do the quantities line up?
What was ordered, invoiced and recorded as received can differ. Partial deliveries make the context matter.
Who reviews the exception?
An unexplained flag is another task. Your team needs the source, the calculation and a place to record the decision.
02 / WHAT WE IMPLEMENT
A working process.
Not another loose tool.
We scope the records, rules and handoffs your operation needs, then configure and test the workflow. This is implementation work, with agreed deliverables.
01Supplier invoice & PO matching
Connect the agreement to the bill.
The problem
Supplier invoices and purchase orders live in separate places, making price and quantity differences hard to trace.
What we implement
Agreed field mappings, matching rules, reference handling and an exception report for the records in scope.
What you receive
A tested matching workflow, sample outputs and documentation of the rules and known limitations.
Outside the scope
No guaranteed savings, payment authorization, financial audit or automatic supplier dispute resolution.
02Receiving & discrepancy workflows
Give differences a route to review.
The problem
Partial deliveries, missing receiving records and unassigned exceptions slow down follow-through.
What we implement
Receiving-data links, discrepancy categories, review states and handoffs that fit the agreed process.
What you receive
A review queue or report, traceable record references and a documented procedure for your team.
Outside the scope
No physical stock count, inventory certification or assumption that a missing record means nothing arrived.
03Scoped operations integrations
Move the right data between systems.
The problem
Manual exports and mismatched identifiers interrupt an otherwise workable purchasing process.
What we implement
Specific, authorized connections or import/export steps, with validation and error handling agreed in the scope.
What you receive
The tested connection, a record of supported fields and instructions for operation and troubleshooting.
Outside the scope
No universal platform compatibility or whole-business system replacement. WooCommerce and other platforms require evaluation.
04Optional support & maintenance
Keep agreed workflows useful.
The problem
Supplier formats, data sources and operating requirements can change after handover.
What we implement
Only the maintenance, troubleshooting or changes you choose to agree separately.
What you receive
Defined support boundaries, agreed costs and documented changes with relevant checks.
Outside the scope
No implied ongoing retainer, round-the-clock coverage or unlimited changes with the initial implementation.
Start small. Define what good looks like. Test before handover.Request a scope & quote
03 / INSPECT THE WORKFLOW
See the difference.
Then inspect why.
SAMPLE / SYNTHETIC DATA
Try the matching and exception-reporting logic we can adapt to your operation. Edit the sample values to inspect the differences. No store connection or upload.
PURCHASE ORDERPO-1048SUPPLIER INVOICEINV-2081RECEIVING RECORDGR-0763FICTIONAL SUPPLIER / BUYERMeridian Supply / Northline Goods
Edit the outlined fields. Ordered quantities and rates stay fixed.
Scroll the table to edit invoice and receiving values
| ITEM / SKU | PO QTY | PO UNIT | INVOICE QTY | INVOICE UNIT (USD) | RECEIVED QTY | REVIEW |
|---|---|---|---|---|---|---|
| Loading the local sample… | ||||||
EXCEPTION NOTES
Human decision requiredA flag with a reason.
The math, in plain sight. Invoice − PO = price effect + quantity effect. Price effect uses invoiced quantity; quantity effect uses the PO unit rate. Receiving differences are shown separately and may overlap with billed-quantity differences.
Amounts exclude tax, freight and discounts. A difference is a prompt for review, never proof of an overcharge or recovered savings. This sample checks linked line items; production duplicate checks, tolerances and source validation require an agreed scope.
WHAT YOUR TEAM DOES NEXT
Inspect the sourcesConfirm the contextRecord the decision
04 / HOW WE WORK
Asynchronous by design.
No required video call or WhatsApp.
A clear scope.
A considered handover.
Start with your operating problem, without handing over your store. Access and sample records come later, only when needed and through an agreed secure channel.
- 01
Tell us where the records stop lining up.
Use the form below. The free initial fit assessment is a limited commercial review, with follow-up questions in writing. It does not include free implementation.
- 02
Agree the work in writing.
If the fit is right, receive a proposed scope, deliverables, exclusions and quote. Work begins after the agreement and agreed advance payment.
- 03
Share only the access the work needs.
Provide sample records through an agreed secure channel. If Shopify access is required, use authorized collaborator access with minimum permissions. Never share a password.
- 04
Implement, test and review the exceptions.
We configure the agreed workflow and test its behavior against representative samples. Your team reviews the outputs and acceptance criteria.
- 05
Accept the work and take it forward.
Receive the agreed implementation and operating documentation. Any continued support or later changes have a separate scope and budget.
05 / THE RIGHT FIT
For operations
with something
to reconcile.
A focused service for merchants selling physical products, managing suppliers and working with purchasing records.
This could be useful if…
- You have multiple suppliers and repeat purchasing activity.
- You can provide purchase orders, invoices and available receiving records.
- You want clear exceptions and a human review process.
- You can define a manageable first workflow to implement.
A different route may suit you if…
You need financial audit or regulated accounting advice, guaranteed savings, a physical stock count, or someone to authorize supplier payments. Those services are outside our scope.
Shopify first. WooCommerce and other platforms are evaluated individually. Compatibility depends on the available data and the proposed workflow.
06 / WHY THIS APPROACH
Confidence comes
from what you can inspect.
Show the source.
Every useful exception should point back to a record and a calculation. Try that principle in the sample workflow.
Define the boundaries.
Agree what is included, what is excluded and how the result will be tested before implementation starts.
Keep a person in the loop.
Partial shipments, credits and supplier agreements need context. The workflow supports a decision; your team makes it.
A FEW PRACTICAL QUESTIONS
Before you
send a note.
Is this a software subscription?
This website offers scoped implementation services. The work may involve configuring rules, reports or integrations around your process. ReceiptGuard, our own software pending Shopify review, is a separate product.
What does the free assessment include?
A limited review of the problem you describe, questions to understand the fit, and a decision on whether a scoped proposal makes sense. It does not include building an integration or reconciling your live records for free.
Can you quote without a call?
Yes. We work through written questions and a written scope. Price and timing depend on the data, systems and deliverables. A video call is not a required step.
Should I attach invoices or share store access now?
No. Start with a general description. Do not send financial documents, customer data, passwords or credentials through this form. Any necessary samples or access are arranged later through an agreed secure channel.
Do differences mean money can be recovered?
Not necessarily. A difference may reflect a partial delivery, an agreed price change, a credit or a data issue. Outputs are for human review. We do not guarantee savings, refunds or a particular result.
LET’S FIND THE FIT
Start with
the loose end.
Tell us what you buy, where the records live and what is difficult to reconcile. We’ll use that context to assess whether a focused implementation makes sense.
- No call required
- No documents or store access at this stage
- A written scope before any paid work
A free initial fit assessment.
A brief fit review, any follow-up questions and, if suitable, a proposed scope and quote. Implementation is quoted separately.
ENQUIRY SAVED
Your next step
starts here.
Your request is stored privately for the ReceiptGuard Ops operator to review. Any follow-up will use the work email you provided.
Your reference
Keep this reference for future questions about your enquiry. No implementation or payment has been agreed by submitting this form.